Germany – Software package and information systems – Integriertes Geschäfts- und Personalmanagementsystem

The subject of the procurement is an integrated business and human resources management system including software provision in the Software-as-a-Service (SaaS) model, cloud operation, implementation services, and Application Management Services (AMS) to map the human resources, civil service supply, financial, and administrative processes of the contracting authority. The procurement includes the provision and operation of the standard software including manufacturer maintenance and support (Lot 1) as well as the implementation, migration, training, support, and Application Management Services (Lot 2). With the procurement of the system, the contracting authority pursues the overarching goal of fully digitalizing, standardizing, and placing its administrative, human resources, and finance-related core processes on a future-proof technical foundation. The system is intended to increase the efficiency of administrative processes, improve data quality and traceability, strengthen legal certainty, and enhance the controllability and decision-making capability of the organization. The current system landscape is characterized by heterogeneous individual solutions, limited integration capability, and a high proportion of manual processing steps. This leads to redundant data, increased error potential, and difficulties in the audit-proof traceability of processes. Against this background, the introduction of a modern, integrated system is necessary, which maps all core processes of the administration on a consistent, coherent, and scalable platform. The objective of the procurement can be concretized as follows: a) Secure operation in a controlled environment: By providing the integrated business and human resources management system in a private cloud infrastructure, tenant-isolated, protected, and GDPR-compliant data processing processes are ensured. This includes, in particular, the secure processing of personal data and compliance with relevant legal requirements such as BDSG and LDSG RLP. b) Future-proof, integrated processes: Uniform digital processes across all core areas of the administration – including human resources, civil service supply, finance, and controlling – enable a coherent, transparent, and standardized process design. The system-wide consistency of the data creates a reliable basis for operational and strategic decisions. c) Reduction of manual effort: Standardized workflows, automated routine activities, and integrated reporting and analysis functions relieve employees, reduce error potential, and create capacities for value-adding tasks. At the same time, fact-based control is enabled by consistent, current, and quality-assured data. d) Legal certainty and compliance: It maps all relevant legal requirements, particularly with regard to data protection, accounting, budget, and civil service law. Audit-proof documentation, traceable audit and approval processes, as well as standardized audit steps ensure compliance with legal requirements. e) Scalability and flexibility: The private cloud environment allows for flexible adaptation to increasing data volumes, growing user numbers, and future organizational requirements. This makes the system future-proof, expandable, and powerful for the long-term support of administrative processes. Thus, by implementing an integrated business and human resources management system in the private cloud, an integrated, standardized, and audit-proof digital infrastructure is created, which forms the basis for the continuous digitalization and optimization of the core processes of the administration. The system enables efficient, transparent, and legally compliant mapping of all relevant processes, reduces redundant processes, and increases controllability at all levels of the organization.